Job Description

Description

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express as well as the PRESTO fare payment system. We are also building new and improved rapid transit including GO Expansion Light Rail Transit routes and major expansions to Torontos subway system to get people where they need to go better faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx equity diversity and inclusion are essential to living our values of serving with passion thinking forward and playing as a team.

The Rolling Stock Systems Operations and Maintenance (RSSOM) Ontario Line team is seeking an Administrative Assistant to provide comprehensive day-to-day support to the Project Delivery Team. This role involves performing a broad range of administrative functions and coordinating daily operations related to design construction and manufacturing to ensure smooth project execution. The Administrative Assistant will primarily support three Directors within Project Delivery along with their extended teams.

What will I be doing

• Provide administrative support manage calendars schedule meetings for Directors and team members ensuring optimal time management and conflict resolution.
• Arrange boardroom bookings teleconferences and hybrid meetings involving multiple internal and external stakeholders.
• Monitor and replenish office supplies process requisitions and coordinate with vendors for timely replacements.
• Maintain and update electronic files office templates and shared resources (e.g. staff directories organizational charts floor plans).
• Assemble and format correspondence briefing notes and meeting materials for distribution to senior leadership and teams.
• Liaise with external stakeholders in a fast-paced deadline-driven environment maintaining a high level of responsiveness and discretion.
• Collaborate with cross-functional teams and external partners to support operational and project-related activities.
• Assist with onboarding new employees and contractors including orientation scheduling access setup and welcome documentation. Ensure all required hardware software and IT credentials are ready prior to start date.
• Provide backup support to the Executive Assistant including coverage during absences and assistance with executive-level tasks.
• Track and follow up on action items from meetings project tracking task coordination ensuring timely completion and communication.
• Maintain confidentiality of sensitive information and adhere to organizational policies and privacy regulations.
• Support internal communications by updating team distribution lists dashboard and shared platforms (e.g. SharePoint MS Teams).
• Coordinate logistics for team events workshops and training sessions including room setup and materials preparation.

Conditions of Work

• This is a full-time in-person role based at 2 Queen Street East with attendance required five days per week.
• Occasional travel to other offices and project sites may be required to support operational needs.
• Working hours may extend beyond the typical 9:00 AM to 5:00 PM schedule during peak periods or to meet project deadlines.

What Skills and Qualifications Do I Need

• Completion of secondary school plus additional related courses/training or a combination of education training and experience deemed equivalent
• Demonstrated experience in providing administrative support to a busy office environment
• Independent and flexibility to prioritize workloads and manage multiple tasks against tight deadlines
• Experience in administrative or office support roles preferably within infrastructure engineering transit or public sector environments.
• Experience with computer applications (e.g. MS Office Suite (Outlook Word Excel PowerPoint Visio etc.) and other application software
• Organizational skills and attention to detail to organize the assigned office in compliance with corporate administrative policies and processes
• Interpersonal customer service and excellent oral/written communication skills to respond to or direct enquiries interact with and provide support to all staff levels and to generate a variety of correspondence reports and documents
• CAPM or PMP training or designation is an asset reflecting knowledge of project coordination.

Dont Meet Every Requirement

If youre excited about working with Metrolinx but your past experience doesnt quite align with every qualification of this posting we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities including those who identify as Indigenous Black racialized women people with disabilities and people with diverse gender identities expressions and sexual orientations.

Accommodation:

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process please let our Recruitment team know by contacting us at: or email .

Application Process:

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence we recommend that you check your email regularly. If no response is received we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

For Internal applicants with the recent implementation of the Internal Mobility Policy the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policybefore submitting your application.

Should it be determined that any background information provided is misleading inaccurate or incorrect Metrolinx reserves the right to discontinue with the consideration of your application.

We thank all applicants for their interest however only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.

#LI-MM3

Job Tags

Similar Jobs